Legionella Prevention - Water Safety

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-058990-2025-10-30T12:11:50Z",
    "date": "2025-10-30T12:11:50Z",
    "ocid": "ocds-h6vhtk-058990",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PHWV-4176-MRBJ",
            "name": "Trent and Dove Housing",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PHWV-4176-MRBJ"
            },
            "address": {
                "streetAddress": "Trinity Square",
                "locality": "Burton-on-Trent",
                "postalCode": "DE14 1BL",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKG24"
            },
            "contactPoint": {
                "name": "Lewis Pavey",
                "email": "lewis.pavey@trentanddove.org"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.trentanddove.org/",
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicUndertaking",
                        "description": "Public undertaking"
                    }
                ]
            }
        },
        {
            "id": "GB-COH-11744670",
            "name": "GBS Procure Limited",
            "identifier": {
                "scheme": "GB-COH",
                "id": "11744670"
            },
            "address": {
                "streetAddress": "10 Blackthorn Road",
                "locality": "Kenilworth",
                "postalCode": "CV8 2DS",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKG13"
            },
            "contactPoint": {
                "name": "Lewis Pavey",
                "email": "lewis.pavey@gbsprocure.com"
            },
            "roles": [
                "procuringEntity"
            ],
            "roleDetails": "GBS Procure Limited act as the contracting authority's external procurement team, managing this procurement on their behalf, including preparation, tendering, moderating evaluation, and award in full compliance with applicable procurement regulations.",
            "details": {
                "url": "https://gbsprocure.com/."
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PHWV-4176-MRBJ",
        "name": "Trent and Dove Housing"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Suppliers who wish to participate in this Preliminary Market Engagement are invited to follow the steps below: Visit the GBS Procure website. https://www.gbsprocure.com/ Navigate to the Pre-Market Engagement section. https://www.gbsprocure.com/premarket-engagement Locate the opportunity by clicking on the Trent & Dove Logo https://www.gbsprocure.com/copy-of-two-rivers-housing-premarket Click on the associated document to download the PreMarket Engagement document for ID587 - Legionella Prevention - Water Safety Complete the form in full. Return the completed form by email to: lewis.pavey@trentanddove.org All responses must be submitted by the stated deadline: 29/08/2025 at 12:00 Midday. Please note: Late submissions may not be considered.",
                "dueDate": "2025-08-29T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "049413-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/049413-2025",
                "datePublished": "2025-08-18T11:19:10+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "ID587",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Legionella Prevention - Water Safety",
        "description": "The Contracting Authority is procuring a service contract for the provision of legionella prevention and water safety management across its property portfolio. The scope includes but is not limited to: Risk assessments in line with HSE Approved Code of Practice L8 and relevant guidance (HSG274). Regular water monitoring, inspection, and testing of systems (taps, outlets, tanks, calorifiers, etc.). Sampling, analysis, and reporting of water quality results. Provision of remedial works and interventions where required to ensure compliance. Maintenance of accurate records and reporting to the Contracting Authority. Emergency response in the event of positive results or suspected outbreaks. Training, advice, and guidance to staff on water safety management. The successful supplier will be required to provide a fully managed and compliant water safety service designed to minimise risks associated with legionella and other waterborne pathogens. Services must be delivered by competent personnel with relevant accreditations and supported by appropriate technology to provide accessible records, reporting, and audit trails. The contract will be awarded for an initial term of five years, with the option to extend subject to performance. The estimated contract value is PS135,000 per annum (PS675,000 total). Evaluation will be based on the Most Advantageous Tender, with submissions assessed on quality (60%) and price (40%). Quality criteria will focus on technical expertise, delivery approach, compliance, innovation, and social value.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "90713100",
                        "description": "Consulting services for water-supply and waste-water other than for construction"
                    },
                    {
                        "scheme": "CPV",
                        "id": "90733600",
                        "description": "Transboundary water pollution management or control services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "90733000",
                        "description": "Services related to water pollution"
                    },
                    {
                        "scheme": "CPV",
                        "id": "71317210",
                        "description": "Health and safety consultancy services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKH",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 675000,
            "amount": 562500,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-05-01T00:00:00+01:00",
                    "endDate": "2029-04-30T23:59:59+01:00",
                    "maxExtentDate": "2031-04-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "cancelled",
                "value": {
                    "amountGross": 675000,
                    "amount": 562500,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Assessment of tenderers' proposals for service delivery, staffing competence, compliance with legislation and best practice, communication and reporting, use of technology, social value, and innovation. Evaluated through written method statements and supporting evidence.",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Evaluation of total contract cost based on pricing schedule. Lowest compliant tender achieves maximum score, with other tenders scored proportionately.",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "secondStage": {
                    "minimumCandidates": 5,
                    "maximumCandidates": 6
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Suppliers must demonstrate financial standing appropriate to the contract value, including minimum annual turnover of PS385,714 (equivalent to 35% of annual contract value), evidence of financial stability, and confirmation of adequate insurances prior to award (minimum PS10m Employers' Liability, PS10m Public Liability, and PS5m Professional Indemnity)."
                        },
                        {
                            "type": "technical",
                            "description": "Suppliers must demonstrate competence and relevant qualifications/accreditations for legionella prevention and water safety. This includes, but is not limited to, membership of the Legionella Control Association (LCA) or equivalent, ISO 9001 or equivalent quality management certification, UKAS accreditation where applicable, and personnel with suitable qualifications (e.g. BOHS Certificate of Competence, City & Guilds accredited risk assessors, or equivalent). Evidence of delivering similar contracts is required."
                        },
                        {
                            "description": "Suppliers will be selected to tender through a two-stage process: Stage 1 - Procurement Specific Questionnaire (PSQ): Suppliers must complete a PSQ which includes both pass/fail criteria and scored criteria. Conditions of participation include: Financial capacity (minimum turnover of PS385,714, equivalent to 35% of the annual contract value) Adequate insurance cover. Legal capacity to perform the contract. Health & Safety accreditation (e.g. CHAS, SafeContractor, SSIP) Mandatory organisational accreditations relevant to Legionella prevention and water safety (e.g. LCA membership, ISO 9001, UKAS accreditation) Personnel competence, evidenced by qualifications and experience (e.g. BOHS Certificate of Competence, Water Treatment Diploma, LCA/City & Guilds Risk Assessor qualifications). Suppliers must also confirm compliance with requirements such as sub-contractor management, Modern Slavery Act obligations, and technical competence. Only the top five highest-scoring suppliers who meet all pass/fail conditions and achieve minimum scores on assessed PSQ questions will be shortlisted for Stage 2 Stage 2 - Invitation to Tender (ITT): Shortlisted suppliers will be invited to submit detailed responses to quality and pricing questions. The award will be made on the basis of Most Advantageous Tender, with the following weighting: Quality (60%) and Price (40%) Quality assessment covers areas including service delivery, staffing competence, communication, resident engagement, social value, and innovation/environmental impact Suppliers must achieve at least 60% of the overall quality score to remain in the process. The selection process ensures that only suppliers with proven financial stability, compliance with statutory obligations, and the necessary technical competence in Legionella prevention and water safety will be invited to tender.",
                            "forReduction": true
                        }
                    ]
                },
                "renewal": {
                    "description": "The contract will be let for an initial term of three (3) years, with the option to extend for up to two (2) further periods of twelve (12) months each (3+1+1). Any extension will be at the sole discretion of the Contracting Authority. Extensions may be applied where service performance has been satisfactory against agreed KPIs, where there remains an ongoing requirement for the services, where funding is available, and where continuity of service is desirable. Extensions may also be exercised to maintain statutory compliance and ensure alignment with wider procurement strategy."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-09-19T23:59:59+01:00"
        },
        "status": "cancelled",
        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "This procurement will be conducted using the Competitive Flexible Procedure under Section 20 of the Act. The process will be carried out in two stages: Stage 1 - Invitation to Participate (Selection) All suppliers must complete the Procurement Specific Questionnaire (PSQ). Submissions will be assessed against pass/fail criteria (financial capacity, insurance, legal capacity, technical ability, health and safety accreditation) and scored project-specific questions. The top five highest-scoring suppliers will be invited to progress to Stage 2. A sixth supplier may be invited if scores between 5th and 6th are within two percentage points. Stage 2 - Invitation to Submit a Tender (Award Stage) Shortlisted suppliers will be invited to submit full tenders. Responses will be evaluated on Quality (60%) and Price (40%), in line with the published award criteria. Quality will be assessed through written method statement responses, with areas covering service delivery, staffing competence, compliance, communication, technology integration, social value, and innovation. Price will be evaluated using a relative scoring model, with the lowest compliant bid achieving maximum marks. Moderation and Evaluation Each submission will be assessed individually by the Contracting Authority's evaluation panel. Provisional scores will be moderated to agree a final consensus score. A non-scoring moderator will ensure accurate recording of the evaluation. Interviews and Due Diligence Interviews may be conducted to validate tender responses. The Authority may also undertake due diligence checks, including financial checks, reference site visits, and verification of technical competence. Scores may be adjusted based on interview outcomes. Contract Award The contract will be awarded to the supplier submitting the Most Advantageous Tender (MAT) following moderation, interviews (if applicable), and due diligence. The Authority will issue assessment summaries to all participants and observe the mandatory standstill period before contract award. Contract Details The successful supplier will enter into a JCT MTC 2024 contract, supported by service levels and KPIs. No negotiation on terms will be permitted, and supplier submissions will form part of the final contract."
        },
        "coveredBy": [
            "GPA",
            "CPTPP"
        ],
        "submissionMethodDetails": "https://www.mytenders.co.uk/.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2025-10-29T12:00:00+00:00",
        "enquiryPeriod": {
            "endDate": "2025-10-22T12:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-01-23T23:59:59+00:00"
        },
        "documents": [
            {
                "id": "L-1",
                "documentType": "biddingDocuments",
                "description": "Document 1 - Information and Instructions",
                "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=614229"
            },
            {
                "id": "L-2",
                "documentType": "biddingDocuments",
                "description": "Document 2 - Specification",
                "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=614221"
            },
            {
                "id": "L-3",
                "documentType": "biddingDocuments",
                "description": "Document 3b - Proposed amendments to the Joint Contracts Tribunal Measured Term Contract 2024.",
                "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=614223"
            },
            {
                "id": "L-4",
                "documentType": "biddingDocuments",
                "description": "Document 4 - Supplier Assessment Scheme",
                "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=614225"
            },
            {
                "id": "L-5",
                "documentType": "biddingDocuments",
                "description": "Document 5a - Procurement Specific Questionnaire - Stage 1 - Invitation to Participate",
                "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=614226"
            },
            {
                "id": "L-6",
                "documentType": "biddingDocuments",
                "description": "Document 5b - Invitation to Submit a Tender - Stage 2 - Invitation to Tender",
                "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=614227"
            },
            {
                "id": "L-7",
                "documentType": "biddingDocuments",
                "description": "Document 6 - Pricing Matrix",
                "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=614228"
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "061330-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/061330-2025",
                "datePublished": "2025-10-01T13:37:32+01:00",
                "format": "text/html"
            },
            {
                "id": "069699-2025",
                "documentType": "tenderCancellationNotice",
                "noticeType": "UK12",
                "description": "Procurement termination notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/069699-2025",
                "datePublished": "2025-10-30T12:11:50Z",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2025-11-07T23:59:59+00:00"
                }
            ]
        },
        "riskDetails": "Key risks to contract performance include: failure to comply with statutory health and safety obligations (e.g. HSE ACOP L8 and HSG274), poor supplier performance leading to service disruption, insufficiently qualified staff, delays in reporting or remedial actions, financial instability of the supplier, and lack of responsiveness to emergency incidents. External risks include changes to legislation, unforeseen building conditions, or supply chain disruption. These risks will be managed through robust KPIs, performance monitoring, and contractual remedies."
    },
    "language": "en",
    "awards": [
        {
            "id": "1",
            "status": "cancelled",
            "statusDetails": "Trent & Dove Housing has decided to abandon the current procurement in accordance with Appendix A, Paragraph 6 (Procurement Terms and Conditions) of the Information and Instructions Document (ITT), which permits cancellation of the process at any point. Following review of Stage 1 submissions, an insufficient number of compliant bids were received. Feedback indicated that the mandatory ISO 17020 accreditation requirement acted as a barrier to entry. This requirement will be amended from mandatory to preferred in a reissued tender to encourage wider competition.",
            "finalStatusDate": "2025-10-30T00:00:00+00:00",
            "relatedLots": [
                "1"
            ]
        }
    ]
}